Get a contract signed
Send the issued contract so the client signs it in the portal, or record a signature on paper with «Mark as signed».
People with the «Sales» permission in edit mode can mark a contract as signed. The client signs in the portal.
In «Settings» → , the «Contracts» section and the «Contract Signing» feature must be on. Both are on by default, for everyone or per contact.
The wedding contract is issued. Now you need Landmark Venues to accept it. The client can sign it online in the portal, without printing anything, or sign it on paper and send it back, and you record that in Filmo.
Before you start
- The contract must be issued and its «Pending».
- If it has a date, the client can't sign after it. You can still mark it as signed.
- How you send it decides how the client signs. Without a , the email carries a that opens the contract without an account. With one, the email carries the PDF and no link, so the client can sign only by logging in to the portal.
Get the contract signed in the portal
- Open the contract Open the issued wedding contract.
- Click «Send» Choose the recipients and send it. The signing link is for the first recipient. See Send a document by email.
- The client opens it From the email, or from «Documents» → «Contracts» in the portal if they have an account.
- The client signs They click , type their name, draw or type their signature, accept the terms and click «Sign and approve».
What the client sees, step by step, is in How clients approve, sign and pay in the portal. Sending changes no status: the contract stays «Pending» until the client answers.
What changes in Filmo
| The client | Signature status | What you see |
|---|---|---|
| Opens the contract | No change | A «Contract viewed in the portal» notification, the first time |
| Signs it | «Signed» | «Contract signed» and «Contract signed from the portal» notifications; the contract page shows the copy they signed |
| Declines it | «Cancelled» | «Contract cancelled» and «Contract declined from the portal» notifications; the contract stays issued |
| Asks for changes | No change | A message in the portal chat and a «Contract change requested from the portal» notification |
When the client signs, Filmo keeps the : the exact PDF they saw. From then on, the contract page, «Download» and «Print» always return that copy, even if you change the template later. Its client signature box is empty, because the signature is stored with its proof: the verified email, the name, the signature image, the date, the IP address and the browser.
Note: This is a traceable acceptance within Filmo, not a qualified electronic signature.
When the client declines or asks for changes
Declining is final: the contract can't be signed any more. Void it and send a new one.
With , a client with a portal account opens a chat about the contract before signing. You read and answer it in «Communication» → «Customer portal». Clients who opened the contract from the email link, without an account, can't use it.
Mark a contract as signed
When the client signs on paper or on another platform, record it in Filmo so everyone knows the contract is signed.
- Open the contract It must be issued and «Pending».
- Click «Mark as signed» It's in the header. applies at once, without a confirmation window.
- The signature status becomes «Signed», and «General information» shows «Contract signed» with the date.
- Filmo records who marked it and when. It doesn't store a signature or a signed document, so keep the paper copy, or attach it to the contract.
- It works after the «Valid until» date, when the client can no longer sign in the portal.
- It can't be undone. If you clicked it by mistake, void the contract and issue a new one.
If the client can't sign
| What the client sees | What it means and what to do |
|---|---|
| «Expired link» | The link in the email has expired. Click «Send» again for a new one. |
| «Invalid link» | The link is incomplete or wrong. Send the contract again. |
| «Contract not found» | The contract belongs to another contact, or it's still a draft. Check the contract's client and issue it. |
| This contract has expired | «Valid until» has passed. Mark it as signed if they signed another way, or void it and send a new one. |
| This contract is signed, declined or voided | It already has an answer, or was voided. Nothing to sign. |
| Only a PDF, no button to sign | It was sent from a connected mailbox. The client logs in to the portal to sign, or you mark it as signed when they return it. |
| No signing options at all | The «Contracts» section or «Contract Signing» is off for that client. Turn them on in «Settings» → «Client portal». |
| A message in Spanish: El contrato ha cambiado o ya está resuelto. Recarga la página. | The contract changed, or was signed in another tab. Reload the page. |
If «Send» fails with a message in Spanish that the client portal isn't configured, set up your portal, or send from a connected mailbox. If «Send» is greyed out, the contract is still a draft: issue it.
Frequently asked questions
In Filmo, void it. The «Cancelled» signature status comes from the client declining, or from NEO, workflows or the API.
No. The contract's signature changes only the contract.
No. They see it in the portal marked as voided, and sign the new one.